(8) The Space Planning section of the Infrastructure and Operations Group (I&O Space Planning) is responsible to plan and allocate space to achieve; well planned, sustainable, equitable, efficient and effective space utilisation.

(9) All LTU space is shared space. Allocation is not ownership. Space is provided for staff to facilitate the achievement of work tasks. It is not intended that space be used to recognise status or worth.

(10) Space allocated to and/or occupied by parties external to, but associated with LTU will pay for the space through a commercial lease/licence, in accordance with the “Commercially Lettable Space Report approved by PRC (July 2011)” or other non-financial beneficial arrangement

(11) Academic and administrative departments/divisions within their operational responsibilities are required to monitor the drivers of space change; such as changes in service delivery, growth, reduction or increase in staff numbers and re-classification of staff. I&O Space Planning are to be notified of this information as soon as this is known.

(12) A request for space to accommodate a new position (or person) needs to be confirmed with official documentation for the creation of the position (or person). Reclassification of a position for an existing staff member can be updated through the Submit a Space Request (Promapp) process.

(13) Any requests which are contrary to the LTU Design Standards, Workplace Space Standards (Administration), Teaching & Learning Space Policy or Space Planning Guidelines need to be supported by a College Pro Vice-Chancellor or Executive Director and approved by Executive Director, Infrastructure and Operations (ED, I&O).

(14) Workplace Standards are based on functional needs and work practices and are in line with the LTU Design Standards.

(15) To ensure effective utilisation, no space will be allocated for staff on leave over six months. Workstations and offices can be temporarily reassigned, as required, during periods of leave of two months or greater.

(16) Post Graduate/Higher Degree by Research candidates and Post-Doctoral Fellows shall be provided with space suited to their tasks and consistent with available resources. Post Graduate coursework and honours students may be provided with space if this is required and if resources allow. Undergraduate students will not be provided with dedicated space except in special circumstances. Quiet study stations are provided for undergraduate students in the Library and informal learning spaces.

(18) Part time staff between 0.5 and 0.8 of full time hours will be required to share an office or a workstation as appropriate to their working hours and tasks and may be required to utilise a hot-desk workstation and shared office facilities.

(19) Part time staff below 0.5 full time hours will be provided with access to shared facilities as appropriate to their working hours and task and will be required to utilise a hot-desk workstation and shared office facilities.

(21) Full time professional and administrative staff will normally work in a shared office / open plan workstation space. Part time staff will generally be required to utilise a hot-desk workstation and shared office facilities. In some contemporary workplaces dedicated workstations are not provided. In those circumstances staff are required to utilise any available workstation.

(22) Space requests requiring consideration to help facilitate the core job function of a staff member with a disability may necessitate a divergence from the standards. Such requests will be addressed in accordance with the University Disability Action Plan and with the approval of the Executive Director, Infrastructure and Operations.

(23) The relocation of people and equipment between all spaces is to be planned and co-ordinated with I&O Space Planning.

(24) One primary work space only is allocated to each individual. When a staff member is working at a location other than their primary location; they will be required to use a hot-desk or temporary use of a shared workstation.

Part B - How Space is to be Requested

Part C - Notes for and the Role of the Requesters of Space

(27) The request for space does not imply additional space will be allocated or existing space altered. Space can only be requested with the authority of the College General Manager or Head of a Division. See the following table:

(28) When staff are to be relocated or additional positions created and/or staff are to be employed, I&O Space Planning are to be informed as soon as the position is created. This needs to be confirmed with official documentation.

(29) Additional space or space reconfiguration requests can be placed if the existing space allocation does not meet operational needs. The space request and need will be assessed by I&O Space Planning.

(30) The request for additional space and/or alterations of space must be in line with University department and school strategies.

(31) It is the responsibility of the requester to inform I&O when space is not fit-for-purpose, under-utilised, vacated or no longer needed.

(32) To help maintain efficient and effective space utilisation, it is expected that spaces are kept tidy.

(39) Reception space within the University is to be a functional space to enable deliveries, arrival point for people and have adjacent or close-by meeting spaces.

(40) Provision shall be made for people to work in a space enabling focused activity for the period required. This can be a bookable meeting room utilised for a short time (hours).

Part F - Deviation Request

(41) Space Planning policies, standards and guidelines are to be adhered to. If a special functional requirement is to be reviewed, contrary to the Space Planning policies, standards and guidelines, this request needs to follow the Determine Deviation Requirement process.